Privacy Policy

PlayWell respects your privacy. This Privacy Policy explains how PlayWell collects, uses, stores, and shares information through playwellhealth.com, website forms, PlayWell OS workflows linked from the site, and related communications.

1. Who We Are

PlayWell operates staffed wellness stations for sports and recreation and provides practical wellness resources and partnership pathways around active communities.

PlayWell is a brand operated by Roundtable Consulting LLC.

Website: playwellhealth.com
Email: partnerships@playwellhealth.com

2. Information We Collect

A. Get Started / Organization and Activity Information

• Organization name and type
• Contact name, role, email address, and phone number
• City, state, and website
• Sport or activity
• Dates or timeframe
• Venue or location
• Approximate participant or event context
• Recurring or multi-event information
• Support requested
• Sponsor-funded or Community Access interest
• Messages or notes

B. Contact Form Information

• Name
• Organization
• Email address and phone number
• Inquiry type
• Message

C. Readiness Assessment Information

• Organization and contact information
• Organization-level, self-reported answers
• Results, priority areas, and resource recommendations

Do not submit athlete names, medical histories, diagnoses, or individual health information through the Readiness Assessment.

D. Staff / Applicant Information

When someone uses PlayWell OS to explore or apply for field roles, PlayWell OS may collect contact information, role interest, experience, availability, credentials or certification information when requested, and other onboarding information.

E. Partner / Account Information

If someone uses PlayWell OS partner or account features, information may include organization, contact, and account information; opportunity interests or requests; communications; campaign or fulfillment information; and related activity. Availability of these features may vary.

F. Technical and Attribution Information

Website hosting and security services may receive normal technical information such as IP address, browser and device data, requested pages, timestamps, and error or security logs, as applicable.

PlayWell's current marketing-site attribution logic uses first-party browser Web Storage—localStorage and sessionStorage—not PlayWell's own cookies, to store first- and current-touch UTM values, referrer, landing page, certain advertising click identifiers, and capture time. Attribution values may be submitted with website forms. The current public website has no external analytics provider configured.

The public website forms are not intended for medical records, diagnoses, Social Security numbers, full payment card details, or other highly sensitive data unless PlayWell specifically provides an appropriate process. The marketing site does not collect payment card information.

3. How We Use Information

PlayWell may use collected information to:

• Respond to inquiries
• Review PlayWell Station and related support requests
• Qualify organizations, activities, and opportunities
• Manage customer relationship records and follow-up
• Produce Readiness Assessment results and resource recommendations
• Review applicants and role fit
• Manage partner or account interest and applicable campaigns
• Attribute website submissions to referral or marketing sources
• Protect systems, prevent abuse, troubleshoot issues, and maintain records
• Comply with legal, contractual, or administrative obligations

4. Where Information Is Processed or Shared

PlayWell does not currently sell personal information to third parties for money.

Information may be processed by or shared with service providers needed for the purposes described in this policy. Current website workflows include:

• Get Started submissions create one lead in Zoho CRM through a server-side integration
• General Contact submissions are stored in an approved Airtable table
• Readiness Assessment submissions are processed through PlayWell OS
• Applicable applicant, partner, account, and operational workflows are handled through PlayWell OS
• Website hosting and infrastructure, communications, security and error reporting, and professional advisers as needed

PlayWell may share limited information with event hosts, facilities, partners, or personnel only as reasonably needed for an approved activity or relationship.

Public partner opportunity cards do not intentionally expose organizer direct-contact data, participant health information, child-level personal data, or internal PlayWell operational records.

5. PlayWell OS and Linked Workflows

Some forms, accounts, applications, and operational workflows linked from the marketing site are handled in PlayWell OS. Information supplied there is used for the purpose of the applicable workflow and related administration, communications, or operations.

6. Children's Privacy

PlayWell's website and general forms are intended for adults, including organizers, partners, applicants, parents, guardians, facilities, schools, and community partners. PlayWell does not knowingly collect personal information directly from children under 13 through general website forms.

Users should not submit child participant names or individual health information through public forms unless PlayWell specifically provides an appropriate authorized process.

7. Event and Participant Information

Operational incident or service documentation created during actual PlayWell service delivery is handled separately from ordinary marketing-site forms. Those records may document observations, support provided, notifications, escalation steps, or other activity-day information for operational, safety, quality, compliance, and recordkeeping purposes.

Public partner reporting must not disclose individual health information or child-level personal data unless specifically authorized and lawful.

8. Data Retention

PlayWell retains information for as long as reasonably necessary to support operations, respond to inquiries, manage relationships, document applicable activity, comply with legal or administrative obligations, resolve disputes, and improve services.

Retention periods may vary depending on the type of information and the purpose for which it was collected.

9. Data Security

PlayWell uses reasonable administrative, technical, and organizational measures to protect information submitted to us. However, no website, email system, database, or online service can guarantee complete security.

You should avoid submitting highly sensitive personal information through public website forms unless PlayWell specifically provides an appropriate process.

10. Your Choices

Where applicable, you may contact PlayWell to request access to, correction of, or deletion of certain information you have submitted, subject to applicable law and legal, operational, contractual, or recordkeeping requirements. PlayWell may need to verify your identity before acting on a request.

You may opt out of promotional emails by using the unsubscribe instructions provided in the message, where available, or by contacting partnerships@playwellhealth.com.

11. Third-Party Links and Services

The website may contain links to other websites, services, or tools. PlayWell OS is a PlayWell system even when it is linked as a separate service or domain. Other linked sites and services have their own content, security, terms, and privacy practices, and PlayWell is not responsible for those practices.

12. Changes to This Privacy Policy

PlayWell may update this Privacy Policy from time to time. Updates will be posted on this page with a revised last-updated date.

13. Contact Us

If you have questions about this Privacy Policy, contact us at:

PlayWell
Email: partnerships@playwellhealth.com
Website: playwellhealth.com